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Posted by Chris W. on 06 July 2008 10:16 PM

Adding a Manual Transaction

To include external transactions in WHMCS such as when you pay for your servers or other services, you will need to add manual transactions. This can be done as follows:

  1. Go to Transactions > View Transactions List
  2. Click the Add tab at the top of the page
  3. The Add Transaction form will be displayed as shown below
  4. From here you can choose the client it relates to (if any), date it was made, gateway used, enter a description, transaction id and the amount
  5. Once complete, click the Add Transaction button to add the transaction to the system
  6. You can also add transactions directly from inside a clients profile or by marking an invoice paid from the invoice management screen.

Applying Payment to an Invoice

If you receive a payment that isn't automatically logged in WHMCS, rather than adding a manual transaction, you should apply it to the invoice it is for. If one doesn't exist, you should first generate an invoice and then apply the transaction in that way. To apply a transaction you do the following:

  1. Locate the invoice in the admin area
  2. Once on the invoice management screen for the invoice you want to mark paid, click the Add Payment tab
  3. Now enter all the details about the payment into the fields shown such as the gateway used, date, transaction ID and amount.
  4. You can pay part or all of the invoice or even apply more than the amount due on the invoice. If you apply a payment to an invoice which is larger than the amount due then any excess will automatically be added as credit to the user for use on future invoices.
  5. Once all the fields are filled out, click the Add Payment button to add it

Finding a Transaction

Say for example you get notified a month after a transaction that it has been subject to a chargeback or that it was fraudulently made. You need to locate that transaction and what it was for. In the example below, we will be looking for a transaction made by 2CheckOut with the transaction ID "6A5245278HM".

  1. Begin by going to Transactions > View Transactions List.
  2. This will show you a list of all the transactions made through the WHMCS system
  3. Next, click the Filter tab at the top - the various filtering options available will appear
  4. We know this transaction was made using 2CheckOut so we select 2CheckOut in the Gateway Dropdown List
  5. We also know the transaction ID so we enter this in the Transaction ID field as shown below
  6. Once you have completed selecting filter options, click Filter
  7. Any matching transactions will be displayed.
  8. From here we can see the transaction date, client who made it and the invoice they were paying
  9. You can therefore take the appropriate action in suspending the users account, removing the transaction and marking the invoice Cancelled

The Gateway Logs

If transactions aren't being automatically handled by WHMCS then it is often useful to take a look at the transaction log. The transactions log can be viewed by going to Transactions > Gateway Log.

If a payment return has been made by a payment gateway integrated with WHMCS then details of the return will be listed here. Each return has three possible outcomes - Successful, Invalid or Error.

  • A successful payment return occurs when the payment is identified and recorded by WHMCS automatically and any required actions are performed.
  • An invalid return occurs when the data returned from the gateway is not expected by WHMCS - for example the Invoice ID is wrong or the payment value doesn't match
  • Finally, an error return occurs if the data sent from the payment gateway contains errors or cannot be verified

Invalid returns will occur from time to time when the data received is not fully valid and are usually only random one offs. If you start getting a lot of transactions coming back as invalid or as errors then you might want to contact us so we can check it out.

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